Patrons

Before importing or adding patrons be sure to set up your patron categories.

Add a new patron

Patrons are added by going to the ‘Patrons’ module.

  • Get there: Patrons

Once there you can add a new patron.

  • Click ‘New patron’

    Drop down of patron categories when adding a new patron

Note

The fields that appear on the patron add form can be controlled by editing the BorrowerUnwantedField system preference.

Note

Required fields are defined in the BorrowerMandatoryField system preference

  • First, enter the identifying information regarding your patron

    'Patron identity' section of the patron form

    • ‘Salutation’ is populated by the BorrowersTitles system preference

      Note

      If you’d like to prevent full names from printing on slips and you’re not using the Initials or Other name fields for anything else, you can use them for shortened versions of the name to then be printed on the slip.

      For example:

      Firstname: Nicole C.
      Surname: Engard
      Initials: NCE
      

      Then on the slip you can have it print the <<borrowers.initials>> instead of the full name (NCE).

      Or you could do something like this:

      Firstname: Nicole
      Surname: Engard
      Initials: E
      

      Then on the slip you can have it print the <<borrowers.initials>>, <<borrowers.firstname>> instead of the full name (E, Nicole).

  • If this patron is a child, you will be asked to attach the child patron to an adult patron (guarantor)

    'Patron guarantor' and 'Non-patron guarantor' sections of the patron form

    Note

    Guarantors can only be attached to patrons whose category has ‘Can be guarantee’ set to ‘Yes’.

    • If the guarantor is a patron of the library, click ‘Add guarantor’ to search your system for an existing patron

      Search for patron pop up window

    • Click ‘Select’ to choose the patron

      List of results from the patron search when searching for a guarantor

    • The relationships are set using the borrowerRelationship system preference

      Patron guarantor section of the add new patron form with a patron selected as guarantor, the Relationship drop down menu is open, the options are father and mother

      Note

      It is possible to add more than one guarantor to a patron account (both parents for example).

    • If the guarantor is not a patron, you can still add their information in the ‘Non-patron guarantor’ section.

  • Next enter the main address and contact information

    Main address section of the add new patron form

    Note

    The street type drop-down menu is populated by the ROADTYPE authorized values

    The Contact information section of the new patron form

    • For contact information, note that the primary phone number and primary email address are the ones that appear on notices and slips printed during circulation (receipts, transfer slips and hold slips). The primary email is also the one that overdue notices and other messages go to.

    • The ‘Main contact method’ can be used in reports and for staff to know which method to use first when trying to contact the patron.

  • You can also record an alternate address for each patron. This could be used in an academic setting to store the patron’s home address for example.

    'Alternate address' section of the patron form

  • Each patron can have an alternate contact. An alternate contact could be a parent or guardian, for example.

    'Alternate contact' section of the patron form

  • The library management section includes values that are used within the library

    'Library management' section of the patron form

    • The card number field is automatically calculated if you have the autoMemberNum system preference set that way

      Note

      For a newly installed system, this preference will start at 1 and increment by 1 each time after. To have it start with the starting number of your barcodes, enter the first barcode by hand in the patron record and save the patron. After that, the field will increment that number by 1.

    • If you accidentally chose the wrong patron category at the beginning you can fix that here

    • Sort 1 and 2 are used for statistical purposes within your library

    • ‘Allow auto-renewal of items’ is used to control whether this patron’s checkouts will be renewed according to the circulation rules. If set to ‘Yes’, items for which automatic renewal is enabled in the circulation rules will be automatically renewed. This requires the automatic_renewal cronjob to run daily. If set to ‘No’, items for which automatic renewal is enabled in the circulation rules will not be automatically renewed.

    • Protected: protected patrons cannot be deleted either manually or by batch. Use this for system patrons such as statistical patrons, SIP2 patrons, the self checkout user, or superadmins.

      Version

      The ‘Protected’ option was added in version 23.11 of Koha.

    • ‘Check for previous checkouts’ is used to set the patron’s personal preference regarding checking their circulation history to see if they have borrowed This item in the past. This overrides the setting of the patron category and of the CheckPrevCheckout system preference.

    • Preferred language for notices: if TranslateNotices is set to allow, you will be able to choose among the installed languages the language in which the patron would prefer to receive notices (such as overdue notices and advanced notices).

  • Next, the library set-up section includes additional library settings

    'Library set-up' and 'OPAC/Staff login' sections of the patron form

    • The registration date will automatically be filled in with today’s date

    • The expiry date will automatically be calculated based on your patron category settings

    • The OPAC note is a note for the patron, it will appear in the patron’s online account on the OPAC

      'Messages for you' box in the patron's online account with a note saying 'This is an OPAC note'

      Note

      See also OPAC messages

    • The Circulation note is meant solely for your library staff and will appear when the circulation staff goes to check an item out to the patron

      Circulation note appearing in red to the right of the checkout box

  • The ‘OPAC/Staff interface login’ section asks for the username and password to be used by the patron (or staff member) to log into their account in the OPAC and for staff to log in to the staff interface.

    • Staff will only be able to use this login information to log in to the staff interface if they have at least the catalogue permission.

  • If you have enabled the housebound module (with the HouseboundModule system preference), you will be able to choose a housebound role for this patron.

    'Housebound roles' section of the patron form

  • If you have set additional patron attributes in the administration module, these will appear next

    'Additional attributes' section of the patron form, there is one attribute called 'Department' with a drop-down menu, a subheading 'Additional ID', with another attribute called 'Employee #'

  • Finally, if you have the EnhancedMessagingPreferences system preference set to ‘allow,’ you can choose the messaging preferences for this patron.

    'Patron messaging preferences' section of the patron form

    See the definition of each notice in the advance notices and hold notices section

    Warning

    These preferences will override any you set via the patron categories

    Warning

    These preferences can be altered by the patron via the OPAC if the EnhancedMessagingPreferencesOPAC system preference is set to ‘show’.

  • Once finished, click ‘Save’

If the system suspects this patron is a duplicate of another it will warn you.

'Duplicate patron record' warning with options to view existing patron record, to edit existing record or to save as new record

Note

See the PatronDuplicateMatchingAddFIelds system preference to see or change which fields are used to detect duplicate patrons. The default is the surname, the firstname and the date of birth.

If you have set a minimum or upper age limit on the patron category and are requiring that the birth date be filled in, Koha will warn you if the patron you’re adding is too old or young for the patron category you have selected:

Warning 'The following fields are wrong. Please fix them. Patron's age is incorrect for their category. Ages allowed are 5-17.'

If the patron’s category has an enrollment fee, the fee will be charged to the patron’s account when the account is created. You can then manage the charge in the patron’s accounting tab.

Quick add a patron

If your circulation desk is very busy and you want to register patron quickly, you can use the ‘quick add’ feature. It’s a shortened version of the add patron form with only a couple of necessary fields to fill out.

This feature uses two system preferences: BorrowerMandatoryField and PatronQuickAddFields. These are the two system preferences that control which fields are in the quick add form.

To quick add a patron, go to the Patrons module

  • Get there: Patrons

Click on the ‘Quick add new patron’ button.

You will be asked to choose a patron category.

Then, you will be presented with a shortened form.

Add patron

Once the form is filled out, click on ‘Save’.

If you need to access the full form, you can click on ‘Show full form’ above the ‘Save’ button.

Add a staff patron

All staff members must be entered into Koha as patrons of the ‘Staff’ type. Follow the steps in Add a Patron to add a staff member. To give the staff member permissions to access the staff client, follow the steps in patron permissions

Important

Remember to assign your staff secure usernames and passwords since these will be used to log into the staff client.

Add a statistical patron

One way to track use of in house items is to “check out” the materials to a statistical patron. The “check out” process doesn’t check the book out, but instead tracks an in house use of the item. To use this method for tracking in house use you first will need a patron category set up for your statistical patron.

image420

Next, you will need to create a new patron of the statistical type.

Add statistical patron

Next, follow the steps put forth in the ‘Add a new patron’ section of this manual. Since this patron is not a real person, simply fill in the required fields, the correct library and nothing else.

To learn about other methods of tracking in house use visit the tracking inhouse use section of this manual.

Duplicate a patron

Sometimes when you’re adding a new family to your system you don’t want to type the contact information over and over. Koha allows for you to duplicate a patron and change only the parts you want to (or need to) change.

  • Open the patron you want to use as your base (the patron you want to duplicate information from)

  • Click the ‘Duplicate’ button at the top of their record

    Row of action buttons at the top of the patron's detail page: Edit, Add guarantee, Change password, Duplicate, Print, Search to hold, Add message, Schedule pickup, and More

  • All of the fields with the exception of first name, card number, username and password have been duplicated. Fill in the missing pieces and click ‘Save’

    Duplicate patron

    • Note

      Clicking in a field that is already populated with data will clear that field of all information (making it easier for you to type in something different)

  • You will be brought to your new patron

    Duplicated patron

Adding patron images

You can add patron pictures to help identify patrons. To enable this feature, you must first set the patronimages system preference to ‘Allow’.

If the preference is set to ‘Allow’, you will see a placeholder image under the patron’s name on the left of the screen.

Patron details page, the patron's image on the left of the screen is a placeholder represented by a silhouette with an interrogation mark

Click the ‘Add’ button on the placeholder image.

Patron photo pop-up modal, with options to upload an image or take a picture

You have the option of either uploading an existing picture from the computer or taking a picture with the webcam.

To upload an existing image, click ‘Browse’ or ‘Choose file’ to find the image on your computer and click ‘Upload’ to load the image in the patron’s file.

Warning

There is a limit of 100K on the size of the picture uploaded and it is recommended that the image be 200x300 pixels, but smaller images will work as well.

To take a picture with the webcam, click the ‘Take photo’ button once the webcam is facing the patron. The system will take a picture and present it to you for review. If you are satisfied, click ‘Upload’. If not, click ‘Retake photo’ to take a new picture. You can also download the picture by clicking ‘Download photo’.

To add patron images in bulk, use the Upload patron images tool.

Editing patrons

Patrons in Koha can be edited using one of many edit buttons.

  • To edit the entire patron record simply click the ‘Edit’ button at the top of the patron record.

    Row of action buttons at the top of the patron's detail page: Edit, Add guarantee, Change password, Duplicate, Print, Search to hold, Add message, Schedule pickup, and More

  • To edit a specific section of the patron record (for example the ‘Library use’ section) click the ‘Edit’ button beside the section.

    Library use section of the patron's detail page

Edit the patron’s file and click ‘Save’.

Warning

Note that changing your own username will log you out of Koha.

Modifying patron passwords

Patron passwords are not recoverable.

The stars on the patron details page next to the password label are always there even if a password isn’t set.

If a patron forgets their password, the only option is to reset their password.

This can be done from the staff interface. To change the patron’s password, click the ‘Change password’ button.

Change username and/or password form

  • Koha cannot display existing passwords as they are encrypted in the database. Leave the field blank to leave password unchanged.

  • This form can automatically generate a random password if you click the link labeled “Click to fill with a randomly generated suggestion. Passwords will be displayed as text.”

Warning

Note that changing your own username here will log you out of Koha.

Changing the password through this form will also update the password expiry date, as set in the patron category.

If the NotifyPasswordChange system preference is enabled, the patron will receive a notification indicating their password was changed.

Note

The content of this email can be customized with the Notices and slips tool. The code of the letter is PASSWORD_CHANGE.

If the OpacResetPassword system preference is enabled, or if the patron category allows it, you can also send a password reset email to the patron by clicking on ‘More’ and choosing ‘Send password reset’.

More button in a patron's account is open, the options are renew patron, set permissions, send welcome email, send password reset, delete, update child to adult patron, and export today's checked in barcodes

This will send a password reset email to the patron, similar to the one sent if they click on the ‘Forgot your password?’ link on the OPAC. However, the reset link is set to expire after 5 days rather than 2 days when it is sent this way.

Note

The content of the email can be customized with the Notices and slips tool. The code of the letter is STAFF_PASSWORD_RESET.

Only staff members with ‘superlibrarian’ permissions can see and change the password expiry date manually. This date can be changed by clicking the ‘Edit’ button at the top of the patron’s record, or the ‘Edit’ button next to the ‘Library use’ section.

Adding patron flags

Restrictions are used to prevent patrons from checking out.

Patrons can also be blocked from checking items out by setting patron flags.

Patron account flags section of the patron edit form, options are Gone no address yes/no and lost card yes/no

If you would like your circulation staff to confirm a patron’s address before checking items out to the patron, set the ‘Gone no address’ flag. This will create a warning when checking out.

Warning Cannot check out Address: patron's address flagged as in doubt

If the patron reports that they have lost their card you can set the ‘Lost card’ flag to prevent someone else from using that card to check items out.

Warning Cannot check out Lost: patron's card is flagged as lost

If you would like to bar a patron from the library you can add a manual restriction.

Patron restrictions section of the patron edit form, add a manual restriction with fields for comment and expiration date

Note

This is the same as the restrictions tab at the bottom of the patrons details page.

Note

A patron can automatically be restricted with the Overdue/notice status triggers

If you enter in a date and/or note related to the restriction, you will see that in the restricted message as well.

Checkout is blocked for this patron because the patron is restricted

Adding notes and messages to a patron record

You can leave notes in a patron record. There are several ways to do this: you can either add a circulation note or an internal message. These will not show in the OPAC for the patron to see. If you want the patron to see the notes and messages, use OPAC notes and OPAC messages.

Circulation notes

Circulation notes are added to the patron’s file through the add patron form or the edit patron form, in the ‘Library set-up’ section.

'Library set-up' and 'OPAC/Staff login' sections of the patron form

In the staff interface, circulation notes will be in the ‘Library use’ section of the patron’s file.

Library use section of the patron's detail page

Circulation messages

Internal messages are added to the patron’s file using the ‘Add message’ button.

Row of action buttons at the top of the patron's detail page: Edit, Add guarantee, Change password, Duplicate, Print, Search to hold, Add message, Schedule pickup, and More

To leave an internal message, choose “Staff - Internal note” in the ‘Add a message for’ field. Enter your message in the box, or choose a predefined message in the drop-down menu.

Pop-up modal for 'Add message' with the option 'Add a message for Staff - Internal note' chosen

Note

Predefined messages are added in the BOR_NOTES authorized value category

Once saved, the internal message is shown in bold red on the patron’s detail page in the staff interface, at the top of the page just under the row of action buttons.

Internal message appearing in the patron's detail page in the staff interface just under the edit buttons

It will also appear on the checkout page, to the right of the checkout box.

Internal message appearing in the patron's checkout page to the right of the checkout box

If you need to edit the message, click the ‘Edit’ button next to the message, edit the text and click ‘Save’.

Changing children to adults

Children patrons do not become adults automatically in Koha unless the update patron categories cron job is running.

To upgrade a child patron to and adult patron category manually go to the ‘More’ menu and choose ‘Update child to adult patron’.

More button in a patron's account is open, the options are renew patron, set permissions, send welcome email, send password reset, delete, update child to adult patron, and export today's checked in barcodes

You will then be presented with a pop up window asking which one of your adult patron categories this child should be updated to.

Table to choose an adult category

Note

This list shows the patron categories that have the category type ‘adult’.

Renew patron account

When renewing a patron account you can either edit the the expiry date manually in the patron record or use the ‘Renew patron’ option from the More menu in the toolbar at the top.

Renew account of the patron

Using the latter the new expiry date will be calculated using the enrollment period configured for the patron category of the user. The system preference BorrowerRenewalPeriodBase determines if the new expiry date will be calculated from the current date or from the old expiry date.

One advantage of using the ‘Renew patron’ option is that it will be logged as a membership renewal in the action_logs table and be visible as such when using the Log viewer or the Modificaton log from the patron account.

The renewal date of the patron account will be visible on the details tab.

Show renewal date on patron account

If the patron is in a patron category with a membership fee, the charge will also be added upon renewal. You can then manage the charge in the patron’s accounting tab.

Deleting a patron account

From the ‘More’ drop-down, the patron account can be deleted.

image1469

There will be an alert if the patron has checkouts, holds, fines or credits.

  • If a patron has current checkouts, the deletion will not be possible.

    image1470

  • If a patron has outstanding fines, the deletion will not be possible.

    image1468

  • If a patron has unused credits, the option to delete the patron is possible but there will be a warning.

    image1471

  • If a patron has existing holds on their account, the option to delete the patron is possible. The hold will be cancelled and moved to the old_reserves table.

    image1462

  • If a patron has public or shared lists, those will be deleted along with the patron, unless the ListOwnershipUponPatronDeletion system preference is set to ‘change owner of these lists’.

  • If a patron is protected, the ‘Delete’ option will be disabled. To delete the patron anyway, edit the patron and choose ‘No’ under ‘Protected’ in the ‘Library management’ section, save, and then delete.

    The 'More' menu in a patron file is opened, the mouse cursor is on the greyed out 'Delete' option where a tip saying 'Patron is protected' is displayed.

Managing patron self edits

If you are allowing patrons to edit their accounts via the OPAC with the OPACPatronDetails preference then you will need to approve all changes via the staff client before they’re applied. If there are patron edits awaiting action they will appear on the staff client dashboard below the modules list (along with other items awaiting action).

image438

Note

Superlibrarians will see modifications for any branch, other staff will only see modifications for patrons who belong to their logged in branch.

When you click the ‘Patrons requesting modifications’ link you will be brought to a list of patrons with requested changes.

image439

From here you can ‘Approve’ and apply the changes to the patron record, ‘Delete’ and remove the changes or ‘Ignore’ and keep the changes pending to review later.

If you would like to see the entire patron record you can click the ‘Patron details’ links to the right of the buttons. This will open in a new tab.

Merging patron records

If you accidentally end up with one patron with two cards it is possible to merge their records together so that you don’t lose their loan history or holds.

  • In the patron list, check the boxes next to the records you want to merge and click on the ‘Merge selected patrons’ button.

image1326

Note

It is possible to merge more than two records at a time.

  • Select the patron record you want to keep

    image1327

  • If necessary, click the ‘Compare patrons’ button to see the differences between the different accounts.

    The compare screen shows both patron files next to each other with differences highlighted

  • Click the ‘Merge patrons’ button.

The checkouts and statistics will be transferred to the right record and the other one will be deleted.

image1328

Patron permissions

Patron permissions are used to allow staff members access to the staff client.

Important

In order for a staff member to log into the staff interface they must have (at the very least) ‘catalogue’ permissions which allow them to view the staff interface.

Setting patron permissions

  • On the patron record click ‘More’ and choose ‘Set permissions’ to alter patron permissions

    On the patron's account the "More" button is clicked and a dropdown menu is shown with "Set permissions" highlighted

  • You will be presented with a list of preferences, some of which can be expanded by clicking the ‘Show details’ link on the right title.

    Form showing all patron permissions with none currently selected

  • In all cases, if the parent permission is checked, the user has all the child permissions. If you want to set permissions on a more granular level, expand the section and only check the permissions you want that user to have.

Patron permissions defined

  • Access to all librarian functions (superlibrarian)

    Note

    With this selected there is no need to choose any other permissions

  • Check out and check in items (circulate)

    • Remaining circulation permissions (circulate_remaining_permissions)

      • This permission grants all circulation rights except those covered by permissions listed below

    • Force checkout if a limitation exists (force_checkout)

      • With this permission a staff member will be allowed to override a check out restriction in the following cases:

        • age restriction

        • the item is issued to another patron

        • the item is not for loan

        • the patron has overdue items

        • the item is lost

        • the item is a high demand item

        • the item is on hold

    • Mark checkout notes as seen/not seen (manage_checkout_notes)

      • The permission to manage the checkout notes written by users

        through the OPAC

    • Manage curbside pickups (manage_curbside_pickups)

      • The permission to manage patron curbside pickup appointments

    • Manage restrictions for accounts (manage_restrictions)

      • Grants permission to the staff member to lift a restriction that might be on the patron’s record

    • Execute overdue items report (overdues_report)

      • The permission to run the overdues reports found under Circulation

    • Override blocked renewals (override_renewals)

      • With this permission, a staff member can override renewals if there is a restriction

      • Requires that the staff member also has circulate_remaining_permissions

  • Staff access, allows viewing the catalogue in staff interface (catalogue) Required for staff login.

    Important

    This permission must be given to all staff members to allow them to log into the staff interface

  • Manage Koha system settings (Administration panel) (parameters)

    • Manage account debit and credit types (manage_accounts)

    • Manage additional fields for baskets or subscriptions (manage_additional _fields)

      • This gives access to the additional fields section

      • Important

        This permission requires that the staff member also have the ‘Edit an existing subscription’ permission from the ‘Manage serial subscriptions’ section and the ‘Manage basket and order lines’ permission from the ‘Acquisition and/or suggestion management’ section

    • Manage audio alerts (manage_audio_alerts)

      • The ability to access the audio alerts configuration in the administration module.

    • Manage authorized value categories and authorized values (manage_auth_ values)

      • The ability to access the auhorized values configuration in the administration module.

    • Manage background jobs (manage_background_jobs)

      • The ability to access the jobs management section of the administration module.

    • Manage circulation rules (manage_circ_rules)

    • Manage circulation rules form any library (manage_circ_rules_from_ any_libraries)

      • If not set the logged in user can only edit circulation rules from their own library

      • The staff member still has to have the ‘Manage circulation rules’ permission above.

    • Manage cities and towns (manage_cities)

      • The ability to access the cities and towns configuration in the administration module.

    • Manage classification sources and filing rules (manage_classifications)

    • Manage column configuration (manage_column_config)

    • Manage curbside pickups (manage_curbside_pickups)

    • Manage Did you mean? configuration (manage_didyoumean)

      • The ability to access the Did you mean? configuration in the administration module.

    • Manage authentication providers (manage_identity_providers)

    • Manage item circulation alerts (manage_item_circ_alerts)

    • Manage item search fields (manage_item_search_fields)

      • The ability to access the item search fields configuration in the administration module.

    • Manage item types (manage_itemtypes)

      • The ability to access the item types configuration in the administration module.

    • Manage keyboard shortcuts for the advanced cataloging editor (manage_ keyboard_shortcuts)

      • The ability to access the keyboard shortcuts configuration in the administration module

    • Manage libraries and library groups (manage_libraries)

    • Manage Mana KB content sharing (manage_mana)

    • Manage MARC bibliographic and authority frameworks and test them (manage_marc_frameworks)

    • The ability to access the MARC bibliographic framework, authority types, Koha to MARC mapping, and MARC Bibliographic framework test configuration areas in the administration module.

    • Manage record matching rules (manage_matching_rules)

    • Manage OAI sets (manage_oai_sets)

      • The ability to access the OAI sets configuration in the administration module.

    • Manage extended patron attributes (manage_patron_attributes)

    • Manage patron categories (manage_patron_categories)

      • The ability to access the Patron categories configuration in the administration module.

    • Manage search engine configuration (manage_search_engine_config)

      • The ability to access the Search engine configuration in the administration module. Note: This area will only be visible when the SearchEngine system preference is set to ‘Elasticsearch’.

    • Manage saved search filters (manage_search_filters)

    • Manage Z39.50 and SRU server configuration (manage_search_targets)

      • The ability to access the Z39.50/SRU servers configuration in the administration module.

    • Manage SMS cellular providers (manage_sms_providers)

      • The ability to access the SMS cellular providers configuration in the administration module. Note: This area will only be visible when the SMSSendDriver system preference is set to ‘Email’.

    • Manage SMTP servers (manage_smtp_servers)

    • The ability to access the SMTP servers section of the administration to add new SMTP servers.

    • Manage system preferences (manage_sysprefs)

    • Manage library transfer limits and transport cost matrix (manage_transfers)

    • Manage usage statistics settings (manage_usage_stats)

    • Remaining system parameters permissions (parameters_remaining_permissions)

      • The ability to access all remaining areas in the administration module.

  • Add, modify and view patron information (borrowers)

    • Add, modify and view patron information (edit_borrowers)

      • The ability to access the Patrons module to view patron files, as well as adding new patrons and editing patron files

    • View patron information from any libraries (view_borrower_infos_from_any_libraries)

    • If not set the logged in user will only be able to access patron information from their own library or group of libraries.

  • Set user permissions (permissions)

    • The ability to set permissions for other staff members

  • Place and modify holds for patrons (reserveforothers)

    • Modify holds priority (modify_holds_priority)

      • Allows staff members to alter the holds priority (moving patrons up and down the queue)

    • Place holds for patrons (place_holds)

      • Allows staff members to place holds in the staff interface

  • Edit catalog (Modify bibliographic/holdings data) (editcatalogue)

    • Use the advanced cataloging editor (advanced_editor)

      • Grants the ability to use the advanced cataloging editor in the cataloging module

      • Note

        Staff members with this permission need to also have the ‘Edit catalog (Modify bibliographic/holdings data)’ permission

    • Delete all items at once (delete_all_items)

      • Ability to use the ‘Delete all items’ option found under the ‘Edit’ menu in cataloging

    • Edit any item including items that would otherwise be restricted (edit_any_item)

      • Ability to edit items belonging to libraries from other library groups.

    • Edit catalog (Modify bibliographic/holdings data) (edit_catalogue)

      • Ability to access all cataloging functions via the Cataloging page

    • Edit items (edit_items)

    • Limit item modification to subfields defined in the SubfieldsToAllowForRestrictedEditing system preference (edit_items_restricted)

      • If checked, the staff member will only be able to modify some item subfields

      • Note

        Please note that the ‘Edit items’ permission is still required

    • Fast cataloging (fast_cataloging)

    • Create, update and delete item editor templates owned by others (manage_item_editor_templates)

    • Create, update and delete item groups, add or remove items from an item group (manage_item_groups)

  • Manage patrons fines and fees (updatecharges)

    • Discount debits for patrons (discount)

      • Grant the ability to apply discounts to charges

    • Add manual credits to a patron account (manual_credit)

    • Add manual invoices to a patron account (manual_invoice)

    • Payout credits to patrons (payout)

      • Grant the ability to reimburse credits to patrons

    • Refund payments to patrons (refund)

      • Grant the ability to refund payments that patrons have already made to the library

    • Remaining permissions for managing fines and fees (remaining_permissions)

      • Grant the ability to manage fines and fees other than the actions described in the other sub-permissions (discounts, payouts, refunds and writeoffs)

    • Write off fines and fees (writeoff)

      • Grants the ability to write off patron fees

  • Acquisition management (acquisition)

    Warning

    All the acquisitions sub-permissions give access to the acquisitions home page. That means that staff who have one or more of the following permissions will be able to view the budgets, search and view vendor information, and view invoices.

    • Add and delete funds (but can’t modify funds) (budget_add_del)

      • Grants the ability to add funds and delete funds within a budget

      • Note that the budget_manage and budget_modify permissions are required for this one to work correctly

    • Manage funds (budget_manage)

      • Grants the ability to access the fund administration page

      • Note that this only gives viewing access to the page, you will need to give your staff budget_add_del and budget_modify if you want them to be able to make changes to the funds

    • Manage all funds (budget_manage_all)

      • Grants viewing access to all funds regardless of restrictions on them (owner, user or library restrictions)

      • Note that the budget_manage permission is required

    • Modify funds (can’t create lines, but can modify existing ones) (budget_modify)

      • Grants the ability to edit fund information and amounts

      • Note that the budget_add_del and budget_manage permissions are required for this one to work correctly

    • Manage contracts (contracts_manage)

    • Manage currencies and exchange rates (currencies_manage)

    • Delete baskets (delete_baskets)

      • Grants the ability to delete baskets

      • The staff member must also have the order_manage permission to be able to view the baskets in order to delete them.

    • Delete invoices (delete_invoices)

      • Grants the ability to delete invoices

    • Manage EDIFACT transmissions (edi_manage)

    • Edit invoices (edit_invoices)

      • Grants the ability to edit invoices (modify invoice information such as the invoice number, billing or shipping date, add adjustments, etc.)

      • The staff member will not be able to receive orders against an invoice unless they have the order_receive permission as well

    • Manage basket groups (group_manage)

    • Merge invoices (merge_invoices)

    • Manage baskets and order lines (order_manage)

      • Grants the ability to place orders, including creating baskets, adding order lines, closing baskets, etc.

    • Manage all baskets and order lines, regardless of restrictions on them (order_manage_all)

      • Grants the ability to manage all baskets and orders even if they are restricted to the owner, users or library

      • Note that the order_manage permission is required

    • Receive orders and manage shipments (order_receive)

      • Grants the ability to create invoices, receive items and claim late orders

    • Manage budgets (period_manage)

      • Grants access to the budget administration page and the ability to create, edit and delete budgets

      • This permission does not give the ability to edit budget funds.

    • Manage budget plannings (planning_manage)

      • Grants the ability to view budget planning

      • Note that the budget_manage and the period_manage permissions are required for this one to work

    • Reopen closed invoices (reopen_closed_invoices)

      • Grants the ability to reopen closed invoices

    • Manage vendors (vendors_manage)

  • Suggestions management

  • Use all tools (tools)

  • Edit authorities (editauthorities)

    • Grants the ability to create, edit and delete authority records

    • Note that it is possible to search authority records with only the catalogue permission

  • Manage serial subscriptions (serials)

    • Check the expiration of a serial (check_expiration)

    • Gives ability to check the expiration date of serials

    • Claim missing serials (claim_serials)

    • Create a new subscription (create_subscription)

    • Delete an existing subscription (delete_subscription)

      • Gives the ability to delete serial subscriptions

    • Edit an existing subscription (edit_subscription)

    • Serials receiving (receive_serials)

    • Renew a subscription (renew_subscription)

    • Routing (routing)

    • Manage subscriptions from any branch (superserials)

  • Allow access to the reports module (reports)

    • Reports found on the Circulation page are not controlled by this permission; this only controls access to the :ref:Reports module <reports-label>`

    • Reports in the Statistics wizard section and the other reports on the main reports page can be run with any one of the following permissions. They only affect the SQL reports.

    • Create SQL reports (create_reports)

    • Delete SQL reports (delete_reports)

      • The ability to delete saved SQL reports

      • Note that you need execute_reports in order to be able to delete them

    • Execute SQL reports (execute_reports)

  • Allow staff members to modify permissions for other staff members (staffaccess)

    • This permission requires the borrowers permission above

  • Course reserves (coursereserves)

  • Koha plugins (plugins)

    • Configure plugins (configure)

      • Gives the ability to run the ‘configure’ section of a plugin if it has one

      • Note that the staff member needs either the report permission or the tool permission (below) in order to be able to access the plugins

    • Manage plugins (manage)

      • The ability to install or uninstall plugins

      • Note that the staff member needs either the report permission or the tool permission (below) in order to be able to access the plugins

    • Use report plugins (report)

      • The ability to use report plugins

    • Use tool plugins (tool)

      • The ability to use tool plugins

  • Lists (lists)

    Important

    All staff members have permission to create, modify and delete their own lists. These permissions are only necessary if you’d like to give a staff member permission to edit or delete public lists that they have not created.

    • Delete public lists (delete_public_lists)

      • The ability to delete public lists created by someone else

    • Edit public lists contents (edit_public_list_contents)

      • The ability to change the contents of public lists that have the “Permitted staff only” permission.

    • Edit public lists (edit_public_lists)

      • The ability to edit the name, settings, and permissions of a public list owned by someone else.

      • This does not give the staff member permission to change the contents of the list, unless the list permissions allow them to.

  • Patron clubs (clubs)

    • Create and edit clubs (edit_clubs)

    • Create and edit club templates (edit_templates)

    • Enroll patrons in clubs (enroll)

      • Enroll patrons from the patron file

      • The borrowers permissions is required in order to enroll patrons in clubs

  • Create and modify interlibrary loan requests (ill)

  • Self check modules (self_check)

    • Log into the self check-in module (self_checkin_module)

      Note

      This permission prevents the patron from using any other OPAC functionality

  • Perform self checkout at the OPAC (self_checkout_module)

    Note

    This permission should be used for the patron matching the AutoSelfCheckID system preference

  • Manage stockrotation operations (stockrotation)

    • Add and remove items from rotas (manage_rota_items)

      • Staff with only this permission will be able to manage the items in the rotas, but not the rotas themselves

    • Create, edit and delete rotas (manage_rotas)

      • Staff with only this permission will be able to manage the rotas, but not the actual items

  • Cash management (cash_management)

    • Add, edit and archive cash registers (manage_cash_registers)

    • Access the point of sale page and take payments (takepayment)

      • Grants access to the point of sale module

  • Recalls (recalls)

    • Manage recalls for patrons (manage_recalls)

      • Grants access to the recall management page

  • Manage the electronic resources module (erm)

    • This permission serves two purposes

      • Gives library staff access to ERM records (Agreements, Licenses, eHoldings etc.)

      • Library staff MUST have this permission in order to be attached as Agreement and License Users on Agreement and License records

  • Allow staff to change logged in library (loggedinlibrary)

    Note

    Staff members who do not have this permission will only be able to log into their home library.

Patron information

When viewing a patron record you have the option to view information from one of many tabs found on the left hand side of the record.

  • Get there: Patrons > Browse or search for patron > Click patron name

Check out

For instruction on checking items out, view the Checking out section of this manual.

Staff members can access their own check out screen by clicking their username in the top right of the staff client and choosing ‘My checkouts’

image1178

Details

Note

Staff members can access their own account details by clicking their username in the top right of the staff client and choosing ‘My account’

The user menu at the top of the page in the staff interface, the cursor is on the 'My account' option.

All patron information will appear in the Details tab. This includes all the contact information, notes, custom patron attributes, messaging preferences, etc. entered when adding the patron.

image1359

In the case of patrons who are marked as ‘Child’ or ‘Professional’ and their guarantors additional information will appear on their record.

  • A child patron will list their guarantor

    image443

  • On the guarantor’s record, all children and/or professionals will be listed

    image444

If the age of the patron is outside the age range defined in their patron category a warning will appear on their record.

image1461

Circulation summary

Below the patron’s information on the details screen is a tabbed display of the items they have checked out, overdue, and on hold, among other things.

Checkouts

The first tab shows the items the patron currently has checked out. The number of current checkouts will be displayed in the tab title.

List of checkouts in a patron's record

Note

You can customize the columns of this table in the ‘Table settings’ section of the Administration module (table id: issues-table, under Patrons).

Click ‘Configure’ at the top right of the table to access the administration module directly.

Relatives’ checkouts

If the patron has family at the library, staff can see what the other family members have checked out. The total number of checkouts among all family members will be displayed in the tab title.

The Relatives' checkouts tab in a patron's summary page on the OPAC

Note

You can customize the columns of this table in the ‘Table settings’ section of the Administration module (table id: relatives-issues-table, under Patrons).

Click ‘Configure’ at the top right of the table to access the administration module directly.

Charges

The Charges tab will only show in the patron accounts that have unpaid amounts or unused credits. The total amount of unpaid charges or unused credits will be displayed in the tab title.

The tab will show the total amount, without any details. To see the details, go to the accounting tab.

Charges tab showing the total owed

Guarantees’ charges

This tab will appear if the patron has guarantees and those guarantees have unpaid charges in their account. The total amount owed by guarantees will be displayed in the tab title.

The tab will show the guarantee’s name and the total unpaid amount, without any details. To see details, go to the guarantee’s accounting tab.

Guarantees' charges tab showing the patrons guarantees who have unpaid amounts, with links to their records

Holds

If the patron has holds, the number of holds will appear on this tab’s title and the details will appear in the tab.

Table of patron's current holds

Note

The barcode and call number will only appear on item-level holds or holds that have been confirmed. Record-level holds that are not waiting to be picked up will not have barcodes or call numbers.

From here you can manage the patron’s holds: change the pickup library, cancel or suspend holds.

Note

You will only be able to suspend holds if the SuspendHoldsIntranet system preference is set to “Allow”.

Note

If, when suspending a hold, you want to be able to set a date at which to automatically resume the hold, set the AutoResumeSuspendedHolds system preference to “Allow” and make sure the unsuspend_holds cron job is activated.

Recalls

If recalls are enabled, currently active recalls requested by the patron will appear in this tab. The number of active recalls will be displayed in the tab title.

The Recalls tab in a patron's detail page shows all the recalls placed by this patron

From here staff members can see the status of each recall and manage them.

Article requests

If the ArticleRequests system preference is enabled, and the circulation rules allow it, the patrons will be able to request articles, either through the OPAC or in the staff interface. The number of active requests will be displayed in the tab title.

The details of the patron’s request, and its status, are visible in this tab.

Article request tab in the patron record

Claims

If the patron has claimed they returned items, but those were not checked in, the claims will be shown in this tab. The number of resolved and unresolved claims will be displayed in the tab title. The first number, in green (or in gray if it’s 0), represents the number of resolved claims and the second number, in yellow (or in gray if it’s 0), represents the number of unresolved claims.

Patron's claims tab

From this tab, staff can edit claim notes and resolve claims.

Restrictions

The Restrictions tab will show for all patrons. If the patron has no restrictions you will see that on the tab.

Restrictions tab of the patron's file says "Patron is currently unrestricted" and there is an option to add a manual restriction

If the patron has restrictions on their account the tab will show the number and the description.

There are at least four kinds of restrictions:
  • Manual

  • Overdues

  • Suspension

  • Discharge

Using the ‘Add manual restriction’ link you can add a restriction to the patron record from here. This can be used for any type of restriction you need to put manually on a patron record.

Form to add a restriction on the patron's file

  • Type: if the PatronRestrictionTypes system preference is enabled, you will have a choice of restriction types. This list can be managed from the patron restriction types administration page

  • Comment: enter a comment to explain the restriction

  • Expiration: optionally enter an expiration date for this restriction. If there is no expiration date, the restriction will stay on the file until it is removed. If there is an expiration date, the restriction will automatically be expired and it will show in gray.

    Version

    Expired restrictions are marked as such as of Koha version 23.11. In prior versions, if a restriction was expired, it looked the same as an active restriction, but it stopped blocking circulation nonetheless.

    Note

    Expired restrictions will stay visible in the patron’s file, but will not block circulation.

    You can use the cleanup_database.pl cronjob with the –restrictions flag to automatically remove expired restrictions.

List of restrictions currently on the patron's file, with the type of restriction, the comment, the expiration date and the date it was added. One of the restrictions expired in the past and is displayed in gray with the (expired) mention next to the date

The overdues restrictions are automatically set when overdue notices are sent if you specified you wanted the patron restricted in the overdue notice/status triggers tool.

This restriction will not be removed automatically when the overdue items are returned unless the AutoRemoveOverduesRestrictions system preference is set to ‘Do’.

In the circulation rules, you can choose to fine users by suspending them instead of (or in addition to) fining them money. In that case, returning an overdue document will trigger a suspension restriction.

Patrons may also be restricted if you have issued a discharge for them. Once the discharge is validated, the patron is automatically restricted.

Patrons can also be restricted by setting flags in their accounts.

Restrictions on a patron record will block checkouts. In fact, a message will appear in red when going to the checkout page.

Checkout is blocked for this patron because the patron is restricted

Restrictions may also prevent renewing items if the RestrictionBlockRenewing system preference is set to ‘block’.

On the OPAC, patrons will get a message saying their account is frozen. They will not be able to place holds from the OPAC.

Message in the patron's account that says 'Please note: Your account has been frozen. Comment: Vandalism in study room 3 End date: 08/15/2022 Usually the reason for freezing an account is old overdues or damage fees. If your account shows to be clear, please contact the library. Go to your account page'

If you have patrons that have more than one restriction, you can choose to cumulate their restriction periods or not through the CumulativeRestrictionPeriods system preference.

Note

If you want to restrict patrons from doing various actions if their record is not pristine, check the following system preferences:

  • Set the OverduesBlockCirc system preference to ‘Block’ to prevent patrons who have overdue materials from checking out other materials.

  • Set the OverduesBlockRenewing system preference to ‘block renewing for all the patron’s items’ or ‘block renewing only for this item’ to prevent patrons who have overdue materials from renewing their loans.

  • Enter values in the noissuescharge and NoIssuesChargeGuarantees system preferences in order to block checking out to patrons who have more than a certain amount in fines or to patrons whose guarantees owe more than a certain amount.

  • Enter a value in the maxoutstanding system preference to prevent patron from placing holds on the OPAC if they owe more than a certain amount.

  • Enter a value in the OPACFineNoRenewals system preference to prevent patron who owe more than a certain amount to renew their loans from the OPAC.

  • Set the BlockExpiredPatronOpacActions system preference to ‘Block’ if you want to prevent patron whose membership has expired to place hold or renew their loans from the OPAC.

Clubs

If you use patron clubs, patrons will have a tab in their record indicating which club they are enrolled in, if any. The first number in the tab title is the number of clubs in which the patron is enrolled, and the second number is the number of clubs the patron is not enrolled in.

Clubs tab in the patron's record

Accounting

The patron’s complete accounting history will appear on the Accounting tab. The Accounting tab will show all types of charges and credits: overdue fines, membership fees, rental fees, hold fees and any other charge you may have for patrons.

Transactions tab in the patron's accounting tab in the staff interface

Note

You can customize the columns of this table in the ‘Table settings’ section of the Administration module (table id: account-fines).

Note

It’s possible to print a summary of outstanding charges and unused credits in the patron’s account by clicking ‘Print’ at the top of the page and choosing the ‘Print account balance’.

Menu at the top of a patron's account, the 'Print' button is pressed and the options are Print summary, Print slip, Print quick slip, Print account balance, Print overdues, and Print checkin slip

‘Print summary’ will print a full summary of the patron’s account, including outstanding charges.

The Transactions tab will show you the following columns:

  • Date: the date the charge, payment or credit was posted

    • In the case of fines this will be the last day that the fine was accrued

  • Account type: what type of charge, payment or credit it is

    • In cases where an account type may have an accompanying status it will be displayed alongside the account type in brackets.

  • Description of charges: a description of the charges including the due date for overdue items and a link to the item record where one is available

    Note

    For overdue fines, the default is the title and the due date. You can customize this by editing the OVERDUE_FINE_DESC template in the Notices and slips tool.

  • Barcode: if the charge is linked to a particular item, the barcode is displayed

  • Call number: if the charge is linked to a particular item, the item’s call number is displayed

  • Due date: if the charge is an overdue fine, the due date is displayed

  • Checkin date: if the charge is an overdue fine, the checkin date is displayed

  • Checkout date: if the charge is an overdue fine, the check out date is displayed

  • Home library: if the charge is linked to a particular item the home library is displayed

  • Note: any notes about this charge/payment

    • If you’re allowing patrons to pay fines via the OPAC with PayPal (EnablePayPalOpacPayments) you will see a Note that says ‘PayPal’ for items paid this way

  • Amount: the total amount of the payment or charge

  • Outstanding: the amount still due on charge

  • Actions:

    • A selection of actions available to take upon the account line as detailed below

At the top of the table you can click the ‘Filter paid transaction’ to hide all completed transaction and above that you can use the search box to find a specific charge or payment.

Actions

Action buttons will be available for the different account lines depending on the user’s permissions and the account type and status.

  • A button to print or email a receipt or invoice for that line item

    Note

    If the line item is a credit (payment, writeoff or other credit), the receipt that will be printed will be the ACCOUNT_CREDIT notice. It can be customized in the Notices and slips tool.

    If the line item is a debit (a charge), the invoice that will be printed will be the ACCOUNT_DEBIT notice. It can be customized in the Notices and slips tool.

  • A button to show further details about the charge and any payments that have been made

  • A button to void (reverse) a payment/credit

    • This button will only appear on a payment/credit line. Upon voiding the line it will reverse the payment process restoring the amountoutstanding for any debts/debits which the payment/credit may have previously been used to offset. This action is most commonly used to correct cases where a payment was recorded but never actually received. The credit line will be set to a zero amount and updated to VOID.

  • A button to cancel (remove) a charge/debit

    • This button will only appear on a charge/debit line that has not already had any payment/credits applied to it. Upon cancelling the line it will be marked as ‘Cancelled’ and a CANCELLATION line will be added and offset against it. This action is most commonly used to correct cases where a charge was made mistakenly.

  • A button to pay against charges/debits with outstanding amounts

    • This button will appear against any charge/debit with an outstanding amount. The subsequent page can be used to pay or writeoff the line partially or in full with a PAYMENT or WRITEOFF line will being added.

  • A button to issue a payout of credit

    • This button will appear against any credit line that has an amount outstanding and you have the payout permission. It allows the librarian to return outstanding credit to the patron and record the action with a PAYOUT line.

  • A button to issue a refund against a charge/debit

    • This button will appear against any charge/debit line that has been paid or partially paid and you have the refund permission. The subsequent modal dialogue will allow you to partially or fully refund the offset debt, either in CASH or by means of a credit added to the account.

  • A button to apply a discount to a charge/debit

    • This button will appear against any charge/debit which has not already been offset by a credit/payment and you have the discount permission. The subsequent modal dialogue will allow you to add a discount upon the charge.

Charging fines/fees

Most fees and fines will be charged automatically if the fines cron job is running. Fines will also be charged when an overdue item is checked in if the CalculateFinesOnReturn system preference is enabled.

  • Fines will be charged based on your circulation and fines rules

  • Hold fees will be charged based on the rules you set in the Patron types and categories administration area

  • Rental fees will be charged based on the settings in your Item iypes administration area

  • Marking an item ‘Lost’ via the cataloging module will automatically charge the patron the replacement cost for that item

  • Creating a patron in a category with an enrollment fee.

  • Renewing a patron account in a category with an enrollment fee.

  • Article request fees will be charged based on the article request fees section of the circulation rules page.

Creating manual invoices

For fees that are not automatically charged, staff can create a manual invoice.

Note

Staff need the manual_invoice (or superlibrarian) permission in order to add manual credits to a patron’s account.

  • Click on the ‘Create manual invoice’ tab

    Create manual invoice form

    • Type: choose the type of invoice to create.

      Note

      To add additional values to the manual invoice type pull down menu, add them to the debit types in the Administration module.

    • Barcode: if the fee is associated with an item you can enter its barcode so that the line item shows a link to that item.

    • Description: enter the description of the charge.

    • Note: if needed, add a note about this charge.

    • Amount: enter the amount of the charge, do not enter currency symbols, only numbers and decimals

    • If any additional fields were set up for account line debits, they will appear here.

  • Click ‘Save’ to charge the amount to the patron’s account, or

  • Click ‘Save and pay’ to charge the amount to the patron’s account and go directly to the payment page.

Paying and writing off charges

Each account line can be paid in full or written off using the ‘Make a payment’ tab.

Make a payment tab in the patron's accounting section

Note

You can customize the columns of this table in the ‘Table settings’ section of the Administration module (table id: pay-fines-table).

Each account line can be paid in full, partially paid, or written off.

Paying an individual charge in full

To pay an individual charge in full:

  • If you need to add a note about the payment, click ‘Add note’ and type in the note before proceeding.

  • Click the ‘Pay’ button next to the charge to be paid in full.

    Make a payment tab in the patron's accounting section

A table will show the details of the charge being paid, the full amount of the charge will be populated for you in the ‘Amount being paid’ and the ‘Amount tendered’ fields.

Note

If you made a mistake and this charge should be written off instead, you can switch between ‘Pay’ and ‘Write off’ mode using the buttons located at the top of this tab. See Writing off an individual charge below.

Form to pay an individual charge

  • Amount being paid: this is the amount that will be debited from the charge. When paying a charge in full, this should be the full amount.

  • Amount tendered: this is the actual amount handed to you by the patron, it will be used to calculate the change. For example, if a patron has a 2.75$ fine to pay, and they pay with a 5$ bill, enter 5 in ‘Amount tendered’.

  • Change to give: if the amount being paid and the amount tendered are different (i.e. more money was collected) the amount of change to be given will be displayed.

  • Payment type: choose the type of payment.

    Note

    This field will only appear if one or more values are defined under the PAYMENT_TYPE authorized value.

    Note

    This field will be required if either the UseCashRegisters system preference or the RequirePaymentType system preference is enabled.

  • Cash register: if the UseCashRegisters system preference is enabled, you will have a choice of cash register in which to enter the transaction.

    Note

    If the UseCashRegisters system preference is enabled, and the CASH payment type is chosen above, you will be required to choose a cash register for the payment.

    Whether or not this field is required when another payment type is chosen is determined by the RequireCashRegister system preference.

  • If any additional fields were set up for account line credits, they will appear here.

  • Click ‘Confirm’.

  • If change was to be given back to the patron, a pop-up window will appear to remind you, click ‘Yes’ to confirm that you gave back the correct amount and confirm the payment.

    Pop-up window saying 'The amount collected is more than the outstanding charge The amount collected from the patron is higher than the amount to be paid. The change to give is 2.25. Confirm this payment?' with Yes and No buttons

The charge’s outstanding amount will be set to zero (fully paid), and a payment line will be added in the patron’s transactions.

Note

If the FinePaymentAutoPopup system preference is enabled, a print dialogue window will display. The receipt printed uses the letter ACCOUNT_CREDIT, which can be modified in the Notices and slips tool. If change was given for this transaction the details will be included when using this system preference.

In addition to printing receipts you can enable email receipts for payment and writeoff transactions with the UseEmailReceipts system preference. The email sent uses the ACCOUNT_PAYMENT letter, which can be modified in the Notices and slips tool.

Partially paying an individual charge

To partially pay an individual charge:

  • Click the ‘Pay’ button next to the charge to be partially paid.

    Make a payment tab in the patron's accounting section

A table will show the details of the charge being paid, the full amount of the charge will be populated for you in the ‘Amount being paid’ and the ‘Amount tendered’ fields.

Note

If you made a mistake and this charge should be written off instead, you can switch between ‘Pay’ and ‘Write off’ mode using the buttons located at the top of this tab. See Partially writing off an individual charge below.

Form to pay an individual charge, the amount of the charge is 6.75$, the amount to be paid is 5$ and the amount tendered is 5$

  • Amount being paid: this is the amount that will be debited from the charge. When partially paying a charge, enter the amount that should be paid.

  • Amount tendered: this is the actual amount handed to you by the patron, it will be used to calculate the change. For example, if a patron has a 2.75$ fine to pay, and they pay with a 5$ bill, enter 5 in ‘Amount tendered’.

  • Change to give: if the amount being paid and the amount tendered are different (i.e. more money was collected) the amount of change to be given will be displayed.

  • Payment type: choose the type of payment.

    Note

    This field will only appear if one or more values are defined under the PAYMENT_TYPE authorized value.

    Note

    This field will be required if either the UseCashRegisters system preference or the RequirePaymentType system preference is enabled.

  • Cash register: if the UseCashRegisters system preference is enabled, you will have a choice of cash register in which to enter the transaction.

    Note

    If the UseCashRegisters system preference is enabled, and the CASH payment type is chosen above, you will be required to choose a cash register for the payment.

    Whether or not this field is required when another payment type is chosen is determined by the RequireCashRegister system preference.

  • If any additional fields were set up for account line credits, they will appear here.

  • Click ‘Confirm’.

  • If change was to be given back to the patron, a pop-up window will appear to remind you, click ‘Yes’ to confirm that you gave back the correct amount and confirm the payment.

    Pop-up window saying 'The amount collected is more than the outstanding charge The amount collected from the patron is higher than the amount to be paid. The change to give is 2.25. Confirm this payment?' with Yes and No buttons

The charge will be updated to show the original amount and the current amount outstanding, and a payment line will be added in the patron’s transactions.

Note

If the FinePaymentAutoPopup system preference is enabled, a print dialogue window will display. The receipt printed uses the letter ACCOUNT_CREDIT, which can be modified in the Notices and slips tool. If change was given for this transaction the details will be included when using this system preference.

In addition to printing receipts you can enable email receipts for payment and writeoff transactions with the UseEmailReceipts system preference. The email sent uses the ACCOUNT_PAYMENT letter, which can be modified in the Notices and slips tool.

Paying an amount towards all charges

To pay an amount towards all charges:

  • Click the ‘Pay amount’ button.

    Make a payment tab in the patron's accounting section

The total amount outstanding in the patron’s account will be displayed, and populated for you in the ‘Amount being paid’ and the ‘Amount tendered’ fields.

Form to pay an amount towards all charges

  • Total amount outstanding: this is the total unpaid charges in the patron’s account.

  • Amount being paid: this is the amount that will be debited from the outstanding amount. Enter the amount that will be paid.

  • Amount tendered: this is the actual amount handed to you by the patron, it will be used to calculate the change. For example, if a patron has a 2.75$ fine to pay, and they pay with a 5$ bill, enter 5 in ‘Amount tendered’.

  • Change to give: if the amount being paid and the amount tendered are different (i.e. more money was collected) the amount of change to be given will be displayed.

  • Payment type: choose the type of payment.

    Note

    This field will only appear if one or more values are defined under the PAYMENT_TYPE authorized value.

    Note

    This field will be required if either the UseCashRegisters system preference or the RequirePaymentType system preference is enabled.

  • Cash register: if the UseCashRegisters system preference is enabled, you will have a choice of cash register in which to enter the transaction.

    Note

    If the UseCashRegisters system preference is enabled, and the CASH payment type is chosen above, you will be required to choose a cash register for the payment.

    Whether or not this field is required when another payment type is chosen is determined by the RequireCashRegister system preference.

  • Note: if needed, add a note about this payment.

  • If any additional fields were set up for account line credits, they will appear here.

  • Click ‘Confirm’.

  • If change was to be given back to the patron, a pop-up window will appear to remind you, click ‘Yes’ to confirm that you gave back the correct amount and confirm the payment.

    Pop-up window saying 'The amount collected is more than the outstanding charge The amount collected from the patron is higher than the amount to be paid. The change to give is 2.25. Confirm this payment?' with Yes and No buttons

The charges’ outstanding amounts will be updated, with the payment applied to oldest charges first, and a payment line will be added in the patron’s transactions.

Note

If the FinePaymentAutoPopup system preference is enabled, a print dialogue window will display. The receipt printed uses the letter ACCOUNT_CREDIT, which can be modified in the Notices and slips tool. If change was given for this transaction the details will be included when using this system preference.

In addition to printing receipts you can enable email receipts for payment and writeoff transactions with the UseEmailReceipts system preference. The email sent uses the ACCOUNT_PAYMENT letter, which can be modified in the Notices and slips tool.

Paying selected charges

To pay only some charges:

  • Check the selection boxes next to the charges to be paid.

    Make a payment tab in the patron's accounting section, two of the three charges are selected

  • Click the ‘Pay selected’ button.

The total outstanding amount for the selected charges will be displayed, and populated for you in the ‘Amount being paid’ and the ‘Amount tendered’ fields.

Form to pay an amount towards selected charges

  • Total amount outstanding: this is the total unpaid amount for the selected charges.

  • Amount being paid: this is the amount that will be debited from the total outstanding amount of the selected charges. Enter the amount that will be paid.

  • Amount tendered: this is the actual amount handed to you by the patron, it will be used to calculate the change. For example, if a patron has a 2.75$ fine to pay, and they pay with a 5$ bill, enter 5 in ‘Amount tendered’.

  • Change to give: if the amount being paid and the amount tendered are different (i.e. more money was collected) the amount of change to be given will be displayed.

  • Payment type: choose the type of payment.

    Note

    This field will only appear if one or more values are defined under the PAYMENT_TYPE authorized value.

    Note

    This field will be required if either the UseCashRegisters system preference or the RequirePaymentType system preference is enabled.

  • Cash register: if the UseCashRegisters system preference is enabled, you will have a choice of cash register in which to enter the transaction.

    Note

    If the UseCashRegisters system preference is enabled, and the CASH payment type is chosen above, you will be required to choose a cash register for the payment.

    Whether or not this field is required when another payment type is chosen is determined by the RequireCashRegister system preference.

  • Note: if needed, add a note about this payment.

  • If any additional fields were set up for account line credits, they will appear here.

  • Click ‘Confirm’.

  • If change was to be given back to the patron, a pop-up window will appear to remind you, click ‘Yes’ to confirm that you gave back the correct amount and confirm the payment.

    Pop-up window saying 'The amount collected is more than the outstanding charge The amount collected from the patron is higher than the amount to be paid. The change to give is 2.25. Confirm this payment?' with Yes and No buttons

The selected charges’ outstanding amounts will be updated, with the payment applied to oldest charges first, and a payment line will be added in the patron’s transactions.

Note

If the FinePaymentAutoPopup system preference is enabled, a print dialogue window will display. The receipt printed uses the letter ACCOUNT_CREDIT, which can be modified in the Notices and slips tool. If change was given for this transaction the details will be included when using this system preference.

In addition to printing receipts you can enable email receipts for payment and writeoff transactions with the UseEmailReceipts system preference. The email sent uses the ACCOUNT_PAYMENT letter, which can be modified in the Notices and slips tool.

Writing off all charges

To write off all charges in a patron’s account:

  • Click the ‘Write off all’ button

    Make a payment tab in the patron's accounting section

  • Confirm the writeoff

All charges’ outstanding amounts will be set to zero (fully paid/written off), and a writeoff line will be added in the patron’s transactions.

Writing off an individual charge

To write off a single charge:

  • If you need to add a note about the writeoff, click ‘Add note’ and type in the note before proceeding

  • Click the ‘Write off’ button next to the charge to be written off

    Make a payment tab in the patron's accounting section

A table will show the details of the charge being written off, the full amount of the charge will be populated for you in the ‘Writeoff amount’ field.

Note

If you made a mistake and this charge should be paid instead, you can switch between ‘Pay’ and ‘Write off’ mode using the buttons located at the top of this tab. See Paying an individual charge in full above.

Form to write off an individual charge

  • Writeoff amount: this is the amount that will be debited from the charge. When writing off a charge completely, this should be the full amount.

  • If any additional fields were set up for account line credits, they will appear here.

  • Click ‘Write off this charge’

The charge’s outstanding amount will be set to zero (fully paid/written off), and a writeoff line will be added in the patron’s transactions.

Note

If the FinePaymentAutoPopup system preference is enabled, a print dialogue window will display. The receipt printed uses the letter ACCOUNT_CREDIT, which can be modified in the Notices and slips tool. If change was given for this transaction the details will be included when using this system preference.

In addition to printing receipts you can enable email receipts for payment and writeoff transactions with the UseEmailReceipts system preference. The email sent uses the ACCOUNT_WRITEOFF letter, which can be modified in the Notices and slips tool.

Partially writing off an individual charge

To partially write off a single charge:

  • If you need to add a note about the writeoff, click ‘Add note’ and type in the note before proceeding

  • Click the ‘Write off’ button next to the charge to be written off

    Make a payment tab in the patron's accounting section

A table will show the details of the charge being written off, the full amount of the charge will be populated for you in the ‘Writeoff amount’ field.

Note

If you made a mistake and this charge should be paid instead, you can switch between ‘Pay’ and ‘Write off’ mode using the buttons located at the top of this tab. See Partially paying an individual charge above.

Form to write off an individual charge

  • Writeoff amount: this is the amount that will be debited from the charge. When partially writing off a charge, enter the amount to be written off.

  • If any additional fields were set up for account line credits, they will appear here.

  • Click ‘Write off this charge’

The charge will be updated to show the original amount and the current amount outstanding, and a writeoff line will be added in the patron’s transactions.

Note

If the FinePaymentAutoPopup system preference is enabled, a print dialogue window will display. The receipt printed uses the letter ACCOUNT_CREDIT, which can be modified in the Notices and slips tool. If change was given for this transaction the details will be included when using this system preference.

In addition to printing receipts you can enable email receipts for payment and writeoff transactions with the UseEmailReceipts system preference. The email sent uses the ACCOUNT_WRITEOFF letter, which can be modified in the Notices and slips tool.

Writing off selected charges

To write off only some charges:

  • If you need to add a note about the writeoff, click ‘Add note’ and type in the note before proceeding

  • Check the selection boxes next to the fines to be written off

    Make a payment tab in the patron's accounting section, two of the three charges are selected

  • Click the ‘Writeoff selected’ button

The total outstanding amount for the selected charges will be displayed, and populated for you in the ‘Writeoff amount’ field.

Note

If you made a mistake and this charge should be paid instead, you can switch between ‘Pay’ and ‘Write off’ mode using the buttons located at the top of this tab. See Paying selected charges above.

Form to write off selected charges

  • Writeoff amount: this is the amount that will be debited from the charge. When writing off the charges completely, this should be the full amount.

  • Note: if needed, enter a note about this writeoff.

  • If any additional fields were set up for account line credits, they will appear here.

  • Click ‘Confirm’

The selected charges’ outstanding amounts will be updated, with the writeoff applied to oldest charges first, and a writeoff line will be added in the patron’s transactions.

Note

If the FinePaymentAutoPopup system preference is enabled, a print dialogue window will display. The receipt printed uses the letter ACCOUNT_CREDIT, which can be modified in the Notices and slips tool. If change was given for this transaction the details will be included when using this system preference.

In addition to printing receipts you can enable email receipts for payment and writeoff transactions with the UseEmailReceipts system preference. The email sent uses the ACCOUNT_WRITEOFF letter, which can be modified in the Notices and slips tool.

Cancel fines or fees

If a user was charged for something and it’s an error, you can cancel the fee by clicking the ‘Cancel charge’ button in the Actions column.

A line in the patron's accounts for a manual fee, still unpaid. At the end of the line, there are buttons 'Print', 'Detail', 'Pay', 'Cancel charge', and 'Apply discount'

Once clicked a new line will be added to the account for a ‘Cancelled charge’ of the same amount as the cancelled charge. The charge that was cancelled will now have the ‘Cancelled’ status and the amount outstanding will be 0.

Two lines in the patron's account. The first is for a 'Cancelled charge', the amount is -5. The second is for a 'Manual fee (Cancelled)', the amount is 5 and the outstanding amount is 0.

If you cancelled a charge by mistake, you can void the cancellation (see Void payments below).

Void payments

If you accidentally mark and item as paid, you can reverse that line item by clicking ‘Void’ to the right of the line

image457

  • Once clicked a new line item will be added to the account showing the payment as ‘Voided’. The payment line is added back to the Pay fines tab as an outstanding charge.

    image458

Creating manual credits

Manual credits can be used to pay off parts of fines, or to forgive a fine amount.

Note

Staff need the manual_credit (or superlibrarian) permission in order to add manual credits to a patron’s account.

  • Click ‘Create manual credit’.

    Create a manual credit form

    • Type: choose the type of credit to apply.

      Note

      To add additional values to the manual credit type drop-down menu, add them to the credit types in the Administration module.

    • Barcode: if this credit is associated with an item you can enter that item’s barcode so that the line item links to the right item.

    • Description: enter the description of the credit.

    • Note: if needed, add a note about this credit.

    • Amount: enter the credit’s amount, do not enter currency symbols, only numbers and decimals.

    • Transaction type: choose the type of credit.

      Note

      This field will only appear if one or more values are defined under the PAYMENT_TYPE authorized value.

      Note

      This field will be required if either the UseCashRegisters system preference or the RequirePaymentType system preference is enabled.

    • Cash register: if the UseCashRegisters system preference is enabled, you will have a choice of cash register in which to enter the transaction.

      Note

      If the UseCashRegisters system preference is enabled, and the CASH transaction type is chosen above, you will be required to choose a cash register for the payment.

      Whether or not this field is required when another transaction type is chosen is determined by the RequireCashRegister system preference.

    • If any additional fields were set up for account line credits, they will appear here.

  • Click ‘Add credit’.

This will add a credit line to the patron’s account.

Note

If the AccountAutoReconcile system preference is set to ‘Do’, the credit will automatically be used to reduce the outstanding amounts in the patron’s account, starting with the oldest charges.

Note

If the AutoCreditNumber system preference is enabled, credits will be numbered.

Printing invoices

To the right of each account line there is a print link. Clicking that link will print an invoice for the line item that includes the date and description of the line item along with the total outstanding on the account.

image461

Routing lists

A list of all of the serial routing lists the patron belongs to will be accessible via the ‘Routing lists’ tab on the patron record.

image462

On this tab you will be able to see and edit all of the routing lists that this patron is on.

image463

Circulation history

The circulation history tab will appear if you have set the intranetreadinghistory preference to allow it to appear. If you have the OPACPrivacy system preference set to ‘Allow’ and the patron has decided that the library cannot keep this information this tab will only show currently checked out items.

Table of patron's circulation history

Note

  • You can customize the columns of this table in the ‘Table settings’ section of the Administration module (table id: checkouthistory-table).

To see when an item was renewed and by whom, click ‘View’ in the Number of renewals column.

Item renewals pop-up

If you would like to export a list of barcodes for the items checked in today you can find that option under the More menu on the top right of the page.

image465

This will generate a text file with one barcode per line.

Holds history

The holds history tab shows all the holds the patron has made, with their status.

image1496

Note

  • You can customize the columns of this table in the ‘Table settings’ section of the Administration module (table id: holdshistory-table).

Modification log

If you have set your BorrowersLog to track changes to patron records, then this tab will appear. The Modification log will show when changes were made to the patron record. If you also have turned on the IssueLog and ReturnLog you will see checkins and outs on this screen as well.

image466

  • The Librarian field shows the patron number for the librarian who made the changes

  • The module lists ‘MEMBERS’ for the patron module

  • The action will tell you what action was being logged

  • The Object field lists the borrowernumber that is being modified (in the example above, it was my changing my own record)

Notices

The patron’s messaging preferences are set when adding or editing the patron. This tab will show the messages that have been sent and those that are queued to be sent:

image467

Clicking on the message title will expand the view to show you the full text of the message that was sent.

image468

If the message has a status of sent or failed you will have the option to ‘resend’ the message to the patron by clicking the ‘resend’ button found under the status.

image469

Statistics

Depending on what you set for the values of your StatisticsFields system preference, you can see statistics for one patron’s circulation actions.

image470

Files

If you set the EnableBorrowerFiles preference to ‘Do’ the Files tab will be visible on the patron information page.

image471

From here you can upload files to attach to the patron record.

image472

All files that are uploaded will appear above a form where additional files can be uploaded from.

image473

Purchase suggestions

If the patron has made any purchase suggestions you will see a purchase suggestions tab on the patron record.

Purchase suggestions page in the patron's account

From here you can see all suggestions made by the patron and their status, you can also create a purchase suggestion on the patron’s behalf by clicking the ‘New purchase suggestion’ button at the top.

Learn more about managing purchase suggestions in the Acquisitions chapter of this manual.

Patron discharges

A discharge is a certificate that says the patron has no current checkouts and no holds. To enable this option on the patron record, set the useDischarge system preference to ‘Allow’.

Note

In France, a “quitus” (“discharge”) is needed if you want to register for an account in a library or a university.

Note

Academic libraries often require that you have a clear record at the library before you can graduate.

Emitting a discharge

To generate a discharge for a specific patron, click the ‘Discharges’ tab on the left of the patron record.

Tabs on the left of a patron record in the staff interface, the Discharges tab is selected

Or click on the ‘More’ button and choose ‘Discharge’.

More button in a patron's account is open, the options are renew patron, set permissions, send welcome email, send password reset, delete, update child to adult patron, and export today's checked in barcodes

If the patron can have a discharge generated, it will have a button that says ‘Generate discharge’

Generate discharge button

If the patron has checkouts or holds, you’ll see a message explaining why the patron cannot be discharged.

Message reading 'Cannot edit discharge: the patron has checked out items.'

Once the letter is generated you will have a PDF to download.

Note

You can customize this message in the Notices and slips tool. The letter code is DISCHARGE.

Note

You can style the PDF using the NoticeCSS preference, or add inline CSS in the DISCHARGE letter in the Notices and slips tool.

The patron will have a restriction added to their account.

Restrictions tab in the patron's record showing a discharge restriction

A history of discharges will be added to the ‘Discharges’ tab.

A list of discharges for this patron, with date requested and date validated

Approving discharge requests

Patrons can request discharges via the OPAC. Any pending discharges will be listed below the menu buttons on the main staff interface page, with other pending requests.

Prompt on staff interface homepage to view pending article requests, pending purchase suggestions, patrons requesting modifications, pending catalog concerns, pending checkout notes, and pending OPAC problem reports

Clicking the pending discharge request link will open a screen where you can approve those discharges by clicking ‘Allow’.

Table of pending discharge requests, with Allow button at the right of each

Housebound patrons

There are three roles a patron can have in regard to housebound circulation:

Important

In order to use the housebound module, the HouseboundModule and ExtendedPatronAttributes system preferences must be enabled.

Chooser

The chooser is in charge of choosing the materials for the housebound patron.

If you have enabled the housebound module, with the HouseboundModule system preference, you will see that patrons now have a new section in their record called ‘Housebound roles’.

View of a patron file, after the main block with the patron's contact information, there is a 'Housebound roles' block

Click the ‘Add’ button to mark this patron as a ‘Chooser’.

'Housebound roles' section of the patron form, the 'Chooser' role is set to 'Yes'

Deliverer

The deliverer is in charge of delivering the chosen materials to the housebound patron on a specific day at a specific time.

In the ‘Housebound roles’, click the ‘Add’ button to mark this patron as a ‘Deliverer’.

'Housebound roles' section of the patron form, the 'Deliverer' role is set to 'Yes'

Housebound borrowers

To create a housebound profile for a housebound patron, click on the ‘Housebound’ tab in their record.

From there, you can edit their housebound profile information.

Housebound form in a patron account, fields are Delivery day, Frequency, Preferred materials, Subjects, Authors, Referral, and Notes

  • Delivery day: choose which day (or ‘Any’) the patron prefers to receive their delivery.

  • Frequency: choose the frequency at which they want to receive their deliveries.

    Note

    The frequencies are managed through the HSBND_FREQ list of authorized values.

  • Preferred materials: enter notes that will help the chooser choose appropriate documents for the housebound patron.

    For example: books, dvds, magazines, etc.

  • Subjects: if the housebound patron has a preference for particular subjects, enter them here. This will help the chooser select interesting documents for the patron.

    For example: romance, cookbooks, thrillers, etc.

  • Authors: if the housebound patron has favorite authors, enter them here.

    For example: Danielle Steel, James Patterson, etc.

  • Referral: if the housebound patron has a referral, enter it here.

  • Notes: enter any other notes that may help the chooser or the deliverer.

Click the ‘Save changes’ button to save the housebound profile.

Coordinating deliveries

To plan visits, go to the housebound patron’s record.

In their housebound tab, you will be able to create deliveries.

Housebound profile in a patron's file. Under the preferences (delivery day, frequency, preferred materials, etc.), there is a 'Deliveries' section, with a 'Add a new delivery' button

Click on ‘Add a new delivery’.

New housebound delivery form

Fill out the information :

  • Date: enter the date of the delivery.

  • Time: select a time of day for the delivery. The choices are morning, afternoon, or evening.

  • Chooser: select a chooser who will be in charge of selecting the materials for this housebound patron.

    Note

    This list is populated by the patrons having the chooser role.

  • Deliverer: select a deliverer who will be in charge of picking up the materials and bringing them over to the housebound patron.

    Note

    This list is populated by the patrons having the deliverer role.

Housebound profile in a patron's file. Under the 'Deliveries' section, there is a table with delivery information (date, chooser, deliverer, and action buttons)

Note

Choosers and Deliverers can be notified of planned deliveries via reports.

Example reports can be found in the SQL Reports Library at https://wiki.koha-community.org/wiki/SQL_Reports_Patrons#Patron_Characteristics.

Recalls history

If recalls are enabled, active and past recalls requested by the patron will appear in this tab.

The Recalls history page in a patron's file

From here staff members can see the status of each recall and manage them.

Two factor authentication in the staff interface

Koha offers two-factor authentication (2FA) for logging into the staff interface.

This two-factor authentication uses a time-based one-time password (TOTP). A TOTP is a password can only be used once and is only valid for a limited time.

Users wanting to use the two-factor authentication must have an app to generate these TOTPs. Any authenticator app, such as Google Authenticator, andOTP, FreeOTP and many others can be used. Applications that enable backup of their 2FA accounts (either cloud-based or automatic) are recommended.

Turn on the two-factor authentication with the TwoFactorAuthentication system preference.

Once this is done, the staff user must go to their account by clicking their username at the top of the page and clicking ‘My account’.

The user menu at the top of the page in the staff interface, the cursor is on the 'My account' option.

The user must then go to More > Manage two-factor authentication.

When two-factor authentication is enabled, the current logged in user has access to a 'manage two-factor authentication' option from the 'More' menu

The status should be ‘Disabled’ when first going to this page.

The manage two-factor authentication page; the status is currently disabled; there is a button that says 'Enable two-factor authentication'

Click on ‘Enable two-factor authentication’.

A QR code will be presented. This code must be scanned with an authenticator app (see above for suggestions).

The manage two-factor authentication page; a QR code is presented with a field for a pin code underneath

Note

If the app doesn’t allow to scan QR codes, the page gives the credentials that can be entered manually (account, key, time-based).

Once the QR code is scanned, the app will return a time-based PIN code. The user must enter this PIN code in the PIN code field and click ‘Register with two-factor app’.

The status of the two-factor authentication will now be enabled.

Note

An email will be sent to the user’s email address to alert them that the two-factor authentication has been enabled on their account.

You can customize this message in the Notices and slips tool. The letter code is 2FA_ENABLE.

When this user tries to log in to the staff interface, they will have to enter their username and password, like always, but also a two-factor authentication code.

When two-factor authentication is enabled and a user has enabled it in their account, a two-factor authentication code field will appear after they have entered their username and password to log into the staff interface

The user must then open their authenticator app, generate a time-based one-time password and enter it in the field in order to log in.

Note

Alternatively, if the user doesn’t have the app handy, they can click on ‘Send the code by email’, which will send them an email with a time-based one-time password for them to use.

The email is based on the 2FA_OTP_TOKEN notice template, which can be customized in the Notices and slips tool.

Should the user wish to disable their two-factor authentication, they can go to their account in the staff interface, click More > Manage two-factor authentication and click ‘Disable two-factor authentication’.

The manage two-factor authentication page; the status is currently enabled; there is a button that says 'Disable two-factor authentication'

Note

An email will be sent to the user’s email address to alert them that the two-factor authentication has been disabled on their account.

You can customize this message in the Notices and slips tool. The letter code is 2FA_DISABLE.

Communicating with patrons

Koha offers several options for communicating with patrons, some of which have already been covered in this chapter.

OPAC notes

OPAC notes are added to the patron’s file through the add patron form or the edit patron form, in the ‘Library set-up’ section.

'Library set-up' and 'OPAC/Staff login' sections of the patron form

They show up in the ‘Your summary’ section of the patron’s online account in the OPAC.

'Messages for you' box in the patron's online account with a note saying 'This is an OPAC note'

In the staff interface, OPAC notes will be in the ‘Library use’ section of the patron’s file.

Library use section of the patron's detail page

OPAC messages

OPAC messages are added to the patron’s file using the ‘Add message’ button.

Row of action buttons at the top of the patron's detail page: Edit, Add guarantee, Change password, Duplicate, Print, Search to hold, Add message, Schedule pickup, and More

To leave a message that the patron will be able to see in the OPAC, choose “OPAC - Patron’s name” in the ‘Add a message for’ field. Enter your message in the box, or choose a predefined message in the drop-down menu.

Pop-up modal for 'Add message' with the option 'Add a message for OPAC - Patron's name' chosen

Note

Predefined messages are added in the BOR_NOTES authorized value category

Once saved, the patron will be able to see the message in the ‘Your summary’ section of their online account. The patron will also be able to see the date on which the message was added as well as the name of the branch. They will have the option to dismiss the message. This will hide the message from their OPAC account and mark it as read, but it will not delete the message.

'Messages for you' box in the patron's online account with a message reading "'Please bring a proof of address on your next visit to the library.' Written on 15/05/2023 by Centerville" and a dismiss button

In the staff interface, OPAC messages are shown on the patron’s detail page, at the top of the page just under the row of action buttons.

OPAC message appearing in the patron's detail page in the staff interface just under the edit buttons

It will also appear on the checkout page, to the right of the checkout box.

OPAC message appearing in the patron's checkout page to the right of the checkout box

If you need to edit the message, click the ‘Edit’ button next to the message, edit the text and click ‘Save’.

Warning

If you edit a message that has been dismissed by the patron, it will stay as ‘Read’ and the patron will not see your edit.

If the patron dismisses the message, a ‘Read’ mention with the date will appear next to the message in the staff interface to inform staff members that this message was read by the patron.

OPAC message appearing in the patron's detail page in the staff interface just under the edit buttons, 'Read: 15/05/2023' is displayed next to the message

Advance notices and hold notices

If you have enabled the EnhancedMessagingPreferences system preference, you cat set advance notices as well as hold notices when adding a new patron or editing a patron.

If the EnhancedMessagingPreferencesOPAC system preference is set to ‘show’, patrons will be able to modify their messaging preferences in their online account.

'Patron messaging preferences' section of the patron form

  • Item due: A notice on the day and item is due back at the library

  • Advance notice: A notice in advance of the patron’s items being due (the patron can choose the number of days in advance)

  • Hold filled: A notice when you have confirmed the hold is waiting for the patron, and when a curbside pickup is scheduled.

  • Item check-in: A notice that lists all the of the items the patron has just checked in

  • Item checkout: A notice that lists all the of the items the patron has just checked out and/or renewed, this is an electronic form of the checkout receipt

    Note

    If the RenewalSendNotice system preference is set to ‘Send’, this notice will be called ‘Item checkout and renewal’.

    For renewals, the notice sent is RENEWAL.

  • Interlibrary loan ready: A notice that is sent when an inter-library loan the patron requested has been fulfilled and is now ready for pickup.

    • Customize this notice by editing the ILL_PICKUP_READY notice in the Notices and slips tool

    • This option will only appear if the ILLModule system preference is enabled.

  • Interlibrary loan unavailable: A notice that is sent when an inter-library loan the patron requested has been cancelled because it was unavailable.

    • Customize this notice by editing the ILL_REQUEST_UNAVAIL notice in the Notices and slips tool

    • This option will only appear if the ILLModule system preference is enabled.

  • Auto renewal: A notice that notifies the patron that their checkouts have been automatically renewed, or if there was a problem with their automatic renewal.

    • Customize this notice by editing the AUTO_RENEWAL or AUTO_RENEWAL_DGST notice in the Notices & slips tool

    • This option will only appear if the AutoRenewalNotices is set to “according to patrons messaging preferences”

  • Hold reminder: A notice that is sent a certain number of days after the hold has been filled, in order to remind the patron that they have to pick it up.

  • Interlibrary loan updated: A notice that is sent when an inter-library loan the patron requested has been updated.

    • Customize this notice by editing the ILL_REQUEST_UPDATE notice in the Notices and slips tool

    • This option will only appear if the ILLModule system preference is enabled.

Patrons can choose to receive their notices as a digest by checking the ‘Digest only’ box along with the delivery method. A digest is a combination of all the messages of that type (so all items due in 3 days in one email) in to one email instead of multiple emails for each alert.

The delivery methods currently supported are:

  • Email

  • SMS (text messages)

  • Automated phone call system

  • Print

To generate the advance notices (advance notice and item due), you need to run the advance_notices.pl cronjob. Then, the process_message_queue.pl cronjob will send the notices or the gather_print_notices.pl cronjob will gather them in a nice file you can print out and send out via regular mail.

Overdue notices

Overdue notices are managed in Notices & slips and when they are sent is managed in Overdue notice/status triggers.

Patrons cannot opt out of receiving overdue notices like they can other notices (such as advance notices or hold notices)

To generate the overdue notices , you need to run the overdue_notices.pl cronjob. Then, the process_message_queue.pl cronjob will send the notices or the gather_print_notices.pl cronjob will gather them in a nice file you can print out and send out via regular mail.